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HomeMy WebLinkAbout10-16-2012 Council Meeting Minutes ~ A regular meeting of the Canton City Council was held on October 16, 2012 (6:30PM) in the Council Chambers, The Donald E. Edwards Way-50 North 4`h Avenue, Canton, Illinois 61520. ALDERMEN IN ATTENDANCE: Aldermen Pickel, Hartford, Pasley, Ellis, West, Nelson, Fritz, Schenck ALDERMEN ABSENT: STAFF IN ATTENDANCE: City Attorney Chrissie Peterson, City Administrator Jim Snider, City Clerk Diana Pavley, Mayor Kevin Meade, City Treasurer Nicole Marter, Police Chief Dan Taylor, Fire Chief Keith Frank, Public Works Director Bill Terry, Comptroller Caty Campbell, City Engineer Keith Plavec, Spoon River Partnership Economic Development Director Missy Towery. MEDIA IN ATTENDANCE: Daily Ledger- John Froehling Video Services by Joe Ginger OTHERS IN THE AUDIENCE: Haley Timmons, Jason Reith, Bill Wilhelm, Aaron Phillips, Anne Mays, PLEDGE OF ALLEGIANCE OPENED THE MEETING FOLLOWED BY THE INVOCATION GIVEN BY CITY ADMINISTRATOR JIM SNIDER ROLL CALL Yes No Absent Alderman Pickel X Alderman Hartford X Alderman Schenck X Alderman Pasley X Alderman West X Alderman Fritz X Alderman Ellis X Alderman Nelson X 1 PUBL/C PART/CIPAT/ON CONSENT AGENDA Minutes of Council meeting held October 2, 2012 Minutes of Clerical Committee meeting held October 9, 2012 Motion and second were made by Aldermen Hartford/West to accept the minutes, bills and treasurer's report as presented and place them on record. The motion carried by voice vote and was unanimous. COMM/TTEE REPORTS: FINANCE- ALDERMAN CRAIG WEST, CHAIRMAN TRAC EQUIPMENT LOAN City Administrator Jim Snider explained that Trac Equipment is constructing a new building at the Industrial Park and they are faced with the responsibility of a paved parking lot. Trac Equipment requested a revolving loan from the City in the amount of $11,500.00 at 3.0% interest for five years to help pay for the project. Motion and second were made by Aldermen West/Pickel to approve the request with Trac Equipment for the Loan. ROLL CALL Yes No Absent Alderman Pickel X Alderman Hartford X Alderman Schenck X Alderman Pasley X Alderman West X Alderman Fritz X Alderman Ellis X Alderman Nelson X The motion carried. 2 ENTERPRISE RESOURCE SOFTWARE City Administrator Jim Snider explained that the purchase of the Springbrook software has been negotiated at a price of $162,943.00 which excludes the payroll module. The total amount required up front is $87,663.00. Alderman Schenck previously re quested that the Ciry look at ways in this year's budget to identify ways to pay for this amount rather than using reserves from the general fund. The following areas are identified as ways to help fund the software. • WIRC fee for grant administration ($8,887.00) will be eliminated due to the new software having a module to perform the grant management in-house. • The fire department capital budget has a$10.000.00 line item that has not been spent from the training facility. ~ $15.000.00 was budgeted in the water and sewer fund included in this figure is $5,000.00 for a new laser printer that will not be purchased. •$23,000.00 is remaining in the 2011 fiscal year budget surplus funds that will be available to be used in the purchase of the new software. • TIF funds in the amount of $31,576.00 would be used toward the purchase of the software. •$75,280.00 would be budgeted at 0% interest and paid over the next three years. WWTP AERATION BAY AIR PIPING REPLACEMENT Motion and second were made by Aldermen West/Hartford to approve the WWTP aeration bay air piping replacement and award the project to Kemper Construction in the amount of $3,960.00 from the bond funds. City Engineer Keith Plavec explained that the low bid was received from Kemper Construction in the amount of $3,960.00. It is the recommendation to award the project to Kemper Construction and use bond funds. ROLL CALL Yes No Absent Alderman Pickel X Alderman Hartford X Alderman Schenck X Alderman Pasley X Alderman West X Alderman Fritz X 3 Alderman Ellis X Alderman Nelson X The motion carried. WTP CHLORINE BUILDING ROOM REPLACEMENT Keith Plavec explained that Dean Construction provided a quote in the amount of $3,416.00 to repair the roof at the WTP and repair the west wall at the WTP. Motion and second were made by Aldermen West/Ellis to approve the expenditure in the amount of $3,416.00 to Dean Construction and be paid from the water department operating budget. ROLL CALL Yes No Absent Alderman Pickel X Alderman Hartford X Alderman Schenck X Alderman Pasley X Alderman West X Alderman Fritz X Alderman Ellis X Alderman Nelson X The motion carried. USED FIRE TRUCK PURCHASE Chief Frank requested the approval to purchase a used fire truck to replace engine 2. The City has received a 10~o down payment for the purchase of engine 2. The request is to purchase a used fire truck for up to $62,000.00. Motion and second were made by Aldermen West/Hartford to approve the expenditure in the amount up to $62,000.00 for a used fire truck. ROLL CALL Yes No Absent Alderman Pickel x Alderman Hartford x Alderman Schenck x Alderman Pasley x Alderman West x Alderman Fritz x Alderman Ellis x Alderman Nelson x The motion carried. 4 CITY HALL ELEVATOR The City received two separate quotes from Otis Elevator to provide a Lambda Entrance-Protection Device in the amount of $2,595 and a quote for a Mechanical Door Restrictor (MDR) in the amount of $3,565. We have had recent issues with the elevator at City Hall closing too quickly on people. Otis is our single source provider for maintenance on the elevator at City Hall. FY 13 budget for building maintenance under the Buildings and Grounds Budget is $13,500. We have spent a little under $3000 year-to-date. The request is to approve this expense of $6160.00. A small discount will be provided making the final cost $5,850.00 Motion and second were made by Aldermen West/Nelson to approve the expenditure in the amount of $5,850.00 to Otis Elevator. ROU CALL Yes No Absent Alderman Pickel x Alderman Hartford x Alderman Schenck x Alderman Pasley x Alderman West x Alderman Fritz x Alderman Ellis x Alderman Nelson x The motion carried. 5 LEGAL & ORDINANCE- ALDERMAN JEFF FRITZ, CHAIRMAN TRAC EQUIPMENT PAVED AREA REQUEST City Administrator Jim Snider explained that Trac Equipment is constructing a new building at the Industrial Park and they are faced with the responsibility of a paved parking lot. This situation previously came up with Canton Crop service when they did not want to have to pave their area. The request is to approve the paved area to be limited to the area in the front of the office where people will be parking. The request meets all of the ADA requirements. Motion and second were made by Aldermen Fritz/Nelson to accept the plan as presented. The motion carried. COMMUNITY & INDUSTRIAL DEVELOPMENT- ALDERMAN JEREMY PASLEY, CHAIRMAN SPOON RIVER THEATER GROUP- KERT HUBER THEATER RENOVATIONS Scott Miller represented the Spoon River Theater Group. The group has contacted Kert Huber (builder) about the renovations of the Garden Theater. Kert Huber is the same builder that rehabbed the Opera House building. The vision of the theater is to have digital projection and stadium seating that would provide a more modern facility. Kert has brought forward some suggestions regarding the balcony and other areas of the theater. The group would like to request approval for funding in the amount of $12,000.00 to move forward with the project. Motion and second were made by Aldermen Pasley/Pickel to approve the 12,000.00 for the theater project. ROLL CALL Yes No Absent Alderman Pickel X Alderman Hartford X Alderman Schenck X Alderman Pasley X Alderman West X Alderman Fritz X Alderman Ellis X Alderman Nelson X The motion carried. 6 DISCUSS. CONSIDER AND VOTE ON IMAGE RELEASE AND INVOICE WITH SNOWMAN STUDIOS FOR THEIR CONSULTING AND LOGO DEVELOPMENT. Attorney Peterson explained that the City has worked with Snowman Studio's to get some language in the image release that satisfies the requirements requested. Snowman Studio's will be releasing all versions of the design. Snowman's will give the City the CD's with all of the logo's on multiply formats. Snowman Studio's will provide the City with 10 CD's. Motion and second were made by Aldermen Pasley/Pickel to approve the expenditure of $5,000.00 for the logo development. Alderman Pickel explained that the invoice indicates that the water tower design will be separated out as an independent file. The whistle and the clock are not separated out according to the invoice, however attorney Peterson will ask Snowman's Studio to revise the invoice. The streetscape committee was most interested in the water tower design. ROLL CALL Yes No Absent Alderman Pickel X Alderman Hartford X Alderman Schenck X Alderman Pasley X Alderman West X Alderman Fritz X Alderman Ellis X Alderman Nelson X The motion carried. BUYING LOCAL Alderman Pasley discussed the topic of buying local and the fact that a lot of the businesses in the community support the school sports programs. Alderman Pasley would like to see them give the support back to the City. Alderman Pasley further explained that if the school is going to recommend something, they should recommend it in house first. REPAIRS TO THE SOUTH WALL OF THE ODD FELLOWS BUILDING Nothing for Council action. 7 NEGOTIATIONS, GRIEVANCE & PERSONNEL- ALDERMAN DAVE PICKEL, CHAIRMAN Nothing for Council action. COMMUNICATIONS FROM MAYOR MEADE: APPOINTMENT- POLICE PENSION BOARD Joe Diets submitted a resignation from the police pension board. Due to the resignation of 1oe Dietz, Mayor Meade would like to appoint Ryan Powers to the position. Ryan is a trust officer of Ipava State Bank. Motion and second were made by Aldermen West/Ellis to approve the appointment. The motion carried. COMMUNITY DAY OF SERVICE PROCLAMATION Mayor Meade proclaimed October 27, 2012 as Community Day of Service. Canton Community Day of Service WHEREAS, members of the Church of Jesus Christ of Latter-day Saints from Canton, Peoria, Pekin, and Havana and members of Boy Scout Troop 13 (Canton) and Troop 282 (Peoria) will be providing service in Canton on October 27, 2012, and WHEREAS, service will be provided to elderly and disabled clients of Lutheran Social Services, an agency that touches the lives of tens of thousands of people each year, serving people of all ages, races, religious and economic circumstances, and WHEREAS, additional service will be contributed to Youth Acres, a non-profit organization established in the 1940's to provide outdoor recreation and camping experiences for the youth of the community, and WHEREAS, there are many other organizations, individuals, and families that could benefit from volunteer service, and WHEREAS, some of the best service of all is neighbors helping neighbors, and WHEREAS, the Church of Jesus Christ of Latter-day Saints invites citizens of Canton to join them in providing volunteer service to members of the Canton Community wherever there is a need, 8 NOW, THEREFORE, I, Kevin R. Meade, Mayor of the City of Canton, Illinois, so hereby proclaim October 27, 2012, as "Canton Community Day of Service" in the city of Canton and encourage the members of our community to reach out to friends and neighbors in need to lend a helping hand. HIGH SCHOOL PRESENTATION The high school was unable to attend tonight's meeting. PINK INK Chief Frank explained that 145 T-Shirts were purchased by the community to go toward the Pink Ink fundraiser. The total dollar amount raised from the proceeds of the t-shirts was approximately $1,000.00. FIRE PREVENTION MONTH Chief Frank explained that October is fire prevention month. The theme is to have two ways out of every room that you sleep in. The plan is to have ways to get out of your house safety. The fire department will help figure out a plan if you need to contact them. LEAF PROGRAM On October 29, 2012 the leaf program will start and will follow the garbage routes. People are encouraged to rake their leaves on the terrace and not into the streets. If people put leaves in the streets they end up blocking the sewer system. SERVICE ORIENTED COMMUNITY Canton has always been a very caring community. A number of churches in the community provided services to individuals in need. This weekend the Pink Ink event will be held on Saturday which will include a 5K-10K race. The group is still accepting registration. The cost is $30.00 per entry. Graham Medical building is the place of registration. The following weekend will be the bras for a cause. Two live comedians will be coming down from Chicago. The event will be held at Kempers Banquet Hall. Ducks Unlimited Anniversary will be holding an event this Saturday at the Elks. 9 OLD BUSINESS An ordinance approving and authorizing the execution of a redevelopment agreement by and between the City of Canton and Canton Harvester Inn LLC (2"d reading) # 3001 Motion and second were made by Aldermen Ellis/Hartford to approve the ordinance and place it on record. ROLL CALL Yes No Absent Alderman Pickel X Alderman Hartford X Alderman Schenck X Alderman Pasley X Alderman West X Alderman Fritz X Alderman Ellis X Alderman Nelson X The motion carried. NEW BUSINESS A RESOLUTION APPROVING A PRE-ANNEXATION AGREEMENT BETWEEN THE CITY OF CANTON AND DANIEL AND SANDRA IHNES #4001 Motion and second were made by Aldermen West/Nelson to approve the resolution and place it on file. ROLL CALL Yes No Absent Alderman Pickel X Alderman Hartford X Alderman Schenck X Alderman Pasley X Alderman West X Alderman Fritz X Alderman Ellis X Alderman Nelson X The motion carried. A RESOLUTION APPROVING THE RELEASE OF A PROMISSORY NOTE AND MORTGAGE FOR DONETA J MCCLOSKEY AND DIRECTING THE MAYOR AND THE CITY CLERK TO EXECUTE SAID RELEASE #4002 Motion and second were made by Aldermen Ellis/Fritz to approve the resolution and place it on file. 10 ~ ROLL CALL Yes No Absent Alderman Pickel x Alderman Hartford x Alderman Schenck x Alderman Pasley x Alderman West x Alderman Fritz x Alderman Ellis x Alderman Nelson x The motion carried. A RESOLUTION APPROVING AN AGREEMENT BETWEEN SPRIN66ROOK SOFTWARE AND THE CITY OF CANTON. # 4003 Motion and second were made by Aldermen West/Hartford to approve the resolution and place it on file. ROLL CALL Yes No Absent Alderman Pickel X Alderman Hartford X Alderman Schenck X Alderman Pasley X Alderman West X Alderman Fritz X Alderman Ellis X Alderman Nelson X The motion carried. 11 A RESOLUTION AUTHORIZING THE EXECUTION OF A DEMOLITION AND PROPERTY TRANSFER AGREEMENT BY AND BETWEEN LINDA M. ASHWOOD AND THE CITY OF CANTON ILLINOIS. #4004 Motion and second were made by Aldermen Pickel/Hartford to approve the resolution and place it file. ROLL CALL Yes No Absent Alderman Pickel X Alderman Hartford X Alderman Schenck X Alderman Pasley X Alderman West X Alderman Fritz X Alderman Ellis X Aiderman Neison X The motion carried. AN ORDINANCE APPROVING THE IDENTITY PROTECTION POLICY FOR THE CITY OF CANTON, ILLINOIS. (15T READING A RESOLUTION APPROVING AN INTERGOVERNMENTAL AGREEMENT BETWEEN THE CANTON UNION SCHOOL DISTRICT #66, THE CITY OF CANTON, ILLINOIS AND THE FULTON COUNTY STATES ATTORNEYS OFFICE FOR THE RECIPROCAL REPORTING OF CERTAIN OFFENSES. #4005 Motion and second were made by Aldermen Hartford/Pickel to approve the resolution and place it on file. ROLL CALL Yes No Absent Alderman Pickel X Alderman Hartford X Alderman Schenck X Alderman Pasley X Alderman West X Alderman Fritz X Alderman Ellis X Alderman Nelson X The motion carried. A RESOLUTION APPROVING A GUARANTEED 24 MONTH PRICE AGREEMENT WITH AUTOMATIC DATA PROCESSING, INC (ADP) AND THE CITY OF CANTON, ILLINOIS. #4006 12 Motion and second were made by Aldermen Pickel/Hartford to approve the agreement and place it on file. ROLL CALL Yes No Absent Alderman Pickel X Alderman Hartford X Alderman Schenck X Alderman Pasley X Alderman West X Alderman Fritz X Alderman Ellis X Alderman Nelson X The motion carried. PRESENTATION OF 2012 AUDIT- PHILLIPS, SALMI AND ASSOCIATES. Aaron Phillips from Phillips, Salmi and Associates explained that this is the third year the firm has been doing the audit for the City. Aaron stated that it is his responsibility to communicate to the council the findings of the audit. It is the firms responsibility to put an opinion on the financials. The audit firm does a lot of testing and reviewing of accounts to come up with a final opinion. The auditor reviews the internal controls and the policies/procedures for the City. There was a significant difference in the audit from three years ago to this year's audit. This year's audit has significant improvements from three years ago. There were no difficulties with the firm in performing this year's audit. The pension adjustments and the water and sewer depreciation schedules are kept track of by the auditing firm. Three years ago the audit was not completed until the spring because of the lack of a comptroller and the information that the auditors received was not that good. In 2009 there were 19 auditor comments- which is a huge number. This year there were 2 auditor adjustments- which reflect a huge improvement in the finance department. Management has put in controls to protect the City from fraud and insuring controls within the City by adding the position of a comptroller. Aaron explained that it was good that the City agreed to move forward with the Springbrook accounting software. The new software program will be a benefit for the City. A proposal was submitted from Phillips, Salmi and Associates for the next three years for auditing services. The fees proposed for next year is lower than the past. The reduced fee is due to the fact that the auditing process takes less time than in the past few years. The proposal will be sent to the finance committee for further discussion. The proposal for next year is approximately $12,000.00 less than was spent two years ago. 13 ADJOURNMENT Motion and second were made by Aldermen Nelson/Pickel to adjourn into executive session for the purpose of: personnel, pending litigation and land acquisition Diana Pavley, City Clerk Kevin Meade, Mayor 14